EMPLOYEE OFFBOARDING

Environmental Horticulture Use Only When an organization and an employee make the decision to part ways, it is important to make the transition as smooth as possible. This form is designed to assist you in making this a comprehensive and efficient process. Pages 1-4 are to be completed by departmental HR and/or the supervisor while page 5 is a resource page for the departing employee. Completed by Departmental HR & Supervisor Who is Leaving? Name: UFID: Date of Hire: Department: Date of Termination: Reason for Separation Provide reason for separation below (i.e. resignation, layoff, non-renewal, end of temporary assignment, etc.)

Keeping in Touch After the Departure (Employee/Supervisor) Mailing information should be verified to ensure official UF documents and final payments are forwarded to the correct address. If the mailing address in myUFL is the Process the

different, please update. Mailing Address: Email Address:

Initiating Phone Number: Making Changes in myUFL

Completed if Action applicable Collect termination documentation (i.e. resignation letter/email, non- ☐ renewal letter, etc.) (Supervisor provides to IFAS-SSC) Enter employee’s termination date with appropriate reason code in the myUFL system and include termination documentation IFAS-SSC Process any non-reimbursed travel expenses through the department prior to termination date IFAS-SSC

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EMPLOYEE OFFBOARDING

Environmental Horticulture Use Only Sponsored Research Actions (Supervisor)

If the departing employee had sponsored research responsibilities, please complete the following tasks. Completed if Action applicable Report to Sponsored Research if the departing employee is a faculty ☐ member on a grant Verify any outstanding reports pending for Sponsored Research are ☐ submitted Verify disclosures of inventions and copyrights are submitted ☐ Ensure lab supplies/chemical/hazardous material/work in process are ☐ identified and inventoried If lab space was used, lab space must be “closed out” through ☐ Environmental Health and Safety

Notify Departing Employee When an employee separation occurs, it is important to inform the departing employee of their rights and benefits. Completed if Action applicable Provide employee the Employee Exit Survey link ☐ hr.ufl.edu/exit (Dee Boyle) Inform exiting employee about the Special Pay Plan: IFAS-SSC

Prior to the Last Prior Day to Employment of benefits.hr.ufl.edu/retirement/special-pay-plan/ Recommend employee visit the UFHR Benefits and Retirement Office IFAS-SSC to ensure proper termination of deductions Provide information on W-2 statement mailing process IFAS-SSC Provide information on leave cash out and timeline to receive amount IFAS-SSC due if applicable Remind employee to return parking decal to Transportation & Parking ☐ (Dee Boyle) Notify of eligibility changes to employment education programs if IFAS-SSC applicable (EEP, HEO)

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EMPLOYEE OFFBOARDING

Environmental Horticulture Use Only

Managing Logistics The departing employee’s email account is disabled automatically after termination unless the employee is a retiree, alumni, or current student. If the departing employee needs to keep the email address active, contact the identity coordinator in your department to provide them the appropriate affiliation to do so. Completed if Action applicable Terminate or modify security access to computer systems (myUFL, UFID, passwords, network drives, etc.) (Megz Keathley) ☐

Terminate security roles if leaving the university or remove ☐ departmental affiliation if moving to a different department (Dee Boyle) Terminate access to building through the appropriate security system N/A Remove employee’s name from authorized signature list(s), vehicle ☐ authorization records (Emmy Jones) Remove employee’s name from email group lists, distribution lists, office phone list, website, building directory, office mailbox, recurring ☐ Outlook meetings, Outlook calendars (Megz/Emmy/Dee) Verify wireless reimbursement is stopped in myUFL (Employee/Supervisor) ☐ Collect physical PCard from departing employee (Supervisor/Dee Boyle) Contact the PCard team to cancel PCard (Supervisor/Dee Boyle) ☐ • Email [email protected] and include the cardholder’s (employee’s) name, UFID, and the reason for cancellation Update mailing address in myUFL (Employee) ☐ On the Last Day Employment of Collecting Items from Departing Employee During an employee’s tenure, he/she might have acquired university property. Be sure to collect these items prior to his/her departure. Completed if Action applicable Keys, Gator1 Card and any other access cards (Emmy Jones) ☐ PCard physical card (Supervisor/Dee Boyle) ☐ UF materials (uniforms, lab equipment, books, computers, clinical ☐ trials information, patient’s notes, etc.) (Supervisor) 3

EMPLOYEE OFFBOARDING

Environmental Horticulture Use Only

Requesting Vacation and Special Pay Information Cash Out

Completed if Action applicable Verify travel advances, salary overpayments, cash advances and other debt owed including paid parental leave is repaid to UF IFAS-SSC • If, debt is owed, submit request for payment prior to completing leave cash out Submit appropriate leave cash out ePAF submitted promptly after termination (within 2 weeks of the termination date) IFAS-SSC

On the Last Day Employment of Completed by Name: Title:

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EMPLOYEE OFFBOARDING

Departing Employee Resources As you transition from your employment at the University of Florida, we hope you find the following reminders and contact information useful. Reminders

• Complete the Employee Exit Survey: hr.ufl.edu/exit. The results of the survey are completely anonymous. • Provide termination documentation prior to your departure. • Update your mailing address in myUFL to ensure you receive any official UF documentation regarding your departure. • Return your parking pass to avoid any additional charges. • Return any UF materials including keys, books, lab equipment, uniforms, computer, PCards, etc.

Important Contacts

Office Contact Information Department HR Contact Phone: Email:

UFHR Benefits Office Phone: 352-392-2477 For questions regarding benefits including Email: [email protected] terminal leave options (special pay plan) and COBRA.

UFHR Employee Relations Phone: 352-392-1072 Email: [email protected]

UFHR Talent Acquisition Phone: 352-392-2477 For questions regarding other employment Email: [email protected] opportunities at UF.

Payroll Phone: 352-392-1231 Email: [email protected]

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